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Ask Judy Question #12
Dear Judy: I just purchased a CD Burner for saving files, and for marketing. Now, if I back up files and folders on the CDs, what files and folders am I looking to backup? In other words, how much room is on a CD?
Signed...Wondering in Wisconsin
Response from Angela Allen
Dear Wondering: There are two types of CD's to burn - one will allow you to "edit" and keep
it in your burner to drag and drop, the other kind that is used only once. I use both types, but use the "one time" more often. I want to be able to access my files using ANYONE's machine - since they are created for backup in case of a disaster.
I use a section of my HD to set up folders per client. Once I've closed a client's contract, I burn a CD of the materials used, the files created, etc. Label
it with the contract name and place this in my "archive" CD's.
Setting up your folder system for the CD's is important!!! If you don't make it easy to use, you will never find anything. And to respond to your question on the size of the CD: the ones I use are usually 650 MB. The number of graphics and files per CD depends on the sizes of your CD and your files. My burner software allows multi disk burns for my backups. It just tells me when to switch the disk to continue with the backup.
In my experience with graphics (esp. scans in color) is that you can put
probably every document you have created on your PC on one or two CD's (and
I create A LOT of documents) for just a single (although large) photo album
full of high definition color photos.
All my scanned documents were set up in a file system on my PaperPort
program for the Visioneer scanner and I simply copied all my PaperPort files to CD via the CD burner. I use Adaptec software to burn my CDs.
Now, to help you market: Consider creating a "folder" on your HD of portfolio materials - including a brochure about your company, a letter of introduction, copies of anything that might be of interest to your potential clients AND a good selection of your graphics works. Add a file labeled "contact Your Name" with all your contact information, your own company logo and hot links to your website and your e-mail addy on a "virtual business card."
Then design your own brand of CD "labels" to cover the portfolio - be sure
this displays your company name, logo and contact info. Send these to prospective clients in those new, super-skinny CD cases in the jewel toned colors (available at places like Wal-Mart): they would look impressive, show off your custom label through the plastic, and be cost effective in shipping. Heck, tuck a couple of these in your purse to have at the ready when someone asks "so what do you do?"
If you want to get really "spiffy" you can order the tiny CD's (if your CD
burner will handle them) and have tiny ones to mail and carry. They are quite impressive, and hold more info than your standard floppy by a long shot. Particularly good for a graphics person. Some of them even come in custom shapes.
How well you organize the CD to make it easy to navigate will be important.
But, doing a project like this as soon as you get your burner will prepare
you and educate you on the software and hardware and provide you with an
easy "drag and drop" folder to create CD's on an as-needed basis to send off
or carry as a virtual "business card" for particularly interested
potentials.
I did a quick search and came up with a supplier for those "business cards" if you are interested. Many were quite overpriced, but I found a reasonable one. When I get caught up, I'm considering doing this for my own VA practice. It's so hard to describe what I do on a business card! This would allow a simple version of my web-page, a couple documents and *ta-da* an opportunity for a virtual "coupon" for an hour of free service for trying me!! Besides, it makes SENSE for virtual assistants to have a DATA business card, doesn't it?
Angela L. Allen, IVAA CVA
CumberlanDunes Consulting Services
Small Business Consulting & Virtual Assistance
"Helping you do business better."
http://www.cumberlandunes.com
ala@cumberlandunes.com
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